💡Before reading on, you may want to read Overview: Task board - Structure and content to learn about the general layout and basic features of the Task board.
Filters and searching for tasks on the Task board
At the top of the Task board, you see an overview of your tasks in relation to their deadlines. This gives you immediate insight into:
- Total: the total number of visible tasks on the Task board.
- Where I can start: tasks that are ready to start.
- Blocked: the number of tasks that are currently blocked.
- Past deadline: tasks whose deadline has passed.
- Deadline within a week, two weeks, or three weeks: tasks with a deadline within that period.
Click a number to show only the tasks in that category. This helps you focus quickly and take action:
- Blocked tasks: check whether you can help colleagues by unblocking a task.
- Past deadline: adjust priorities or inform clients about a possible delay.
- Ready to start: work on tasks that can be started immediately.
- Deadline within a week: focus on urgent items.
Available filter options on the Task board
Use filters to quickly find a specific task or subtask. Combine multiple filters, such as relation, assignee, and deadline, to get a more specific result.
Standard filter options
- Relation: filter tasks linked to a specific relation.
- Assigned to: show only tasks assigned to a specific user.
- Task templates: filter tasks based on the template they are based on.
- Select subtask: search for a specific subtask within a task template.
- Status: filter tasks by their current status, such as To do, In progress, Done, or Not done.
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Subtask status: filter tasks based on the status of their subtasks.
- To do: shows main tasks and subtasks when at least one subtask is marked as ‘To do’.
- In progress: shows main tasks and subtasks when at least one subtask is marked as ‘In progress’.
- Done: shows main tasks and subtasks when at least one subtask is marked as ‘Done’.
- Not done: shows main tasks and subtasks when at least one subtask is marked as ‘To do’ or ‘In progress’.
- Planning schedule: filter tasks linked to a specific planning schedule.
- Date range: filter tasks within a specific period using a From - To selection.
Two standard toggles are also available:
- Show only subtasks assigned to the selected user: limit the list to the subtasks of a specific user.
- Filter the tasks the selected user can start: show only tasks that the selected user can start immediately.
Additional filters under ‘More filters’
Click More filters to use extra criteria and refine your search further. The following options are available:
- Select all: select or deselect all filters at once.
- Accounting software: filter relations by the accounting software they use.
- Assignment template: show only tasks linked to a specific assignment template.
- Assistant: filter tasks by the assigned assistant.
- Assistant (backup): show tasks for which a specific assistant backup is set.
- Assistant associate: filter tasks by the assistant associate.
- Assistant invoicing: filter by the assistant responsible for invoicing.
- Assistant responsible: filter by the assistant responsible for the relation.
- Assistant senior: show tasks by the assigned senior assistant.
- Created by: show tasks created by a specific user.
- End fiscal year: filter relations by the month or period in which their fiscal year ends.
- Financial statement scheme: filter relations by the type of financial statement scheme they use, such as Micro, Reduced, or Full.
- Labels - relation (with): show only relations with a specific label.
- Labels - relation (without): show relations without a given label.
- Labels - task (with): filter tasks that have a specific label.
- Labels - task (without): filter tasks without a specific label.
- Legal forms: filter relations by their legal form, such as LLC, partnership, or sole proprietorship.
- Mixed tax payer: filter customers based on whether they are marked as mixed tax payers.
- Mixed tax payer VAT deduction method: choose between Without deduction method, General pro rata, or Actual use.
- Other software: show relations that use another specific software.
- Own companies: show only tasks for your own firm entities, if applicable.
- Ref. year: filter by the reference year linked to the task.
- Relation assigned to: show tasks from relations where the selected user has a role, for example as assistant, assistant associate, assistant invoicing, or assistant backup.
- Relation groups: filter by predefined relation groups.
- Relation type: show only tasks from relations of a specific type, such as Company, Sole proprietor, or Person.
- Selfbooker: filter relations based on whether they are marked as selfbooker. You can choose between Yes - Selfbooker and No - Selfbooker.
- Status: filter by the status of the relation, namely Customer, Prospect, Own Company, or Other.
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Show tasks from the past: show completed tasks whose deadlines have passed. You can turn this filter on or off with a toggle.
💡 Use this filter to quickly find completed tasks with a past deadline that would otherwise no longer be visible. - Social insurance fund: filter by the relation’s social insurance fund.
- Social secretariat: filter by the relation’s social secretariat.
- Software receive invoices: show relations by the software they use to receive invoices.
- Software send invoices: show relations by the software they use to send invoices.
- Teams: filter tasks by the team the relation is linked to.
- VAT periodicity: filter relations by their VAT filing frequency, for example monthly or quarterly.
Save searches and reset filters
Save a search
Do you often use the same filters in the Task board? Click Save search criteria to store your current settings. Next time, you can quickly apply your saved filter combination without having to set everything up again.
Open a saved search
Your saved searches are available in the filter bar. From there, you can easily switch between different filter settings, depending on what you need.
Reset filters to the default view
Want to remove all active filters and return to the full list of your tasks? Click Reset filters. This clears all filters and restores the standard overview of your relations.
Working with tasks and subtasks on the Task board
Batch operations on the Task board
The Task board is designed to follow up and manage tasks and subtasks individually during your daily work. That is why no batch operations are currently available on this screen.
Do you want to update multiple tasks at the same time? Use the Task overview or the Task list, where possible. From the Task board, you currently edit, delete, block, or share tasks and subtasks task by task or subtask by subtask, as described below.
Adding a task
Tasks can be added to the Task board in two ways:
- Automatically: through task planning.
- Manually: via the + Add button in the top left of the Task board.
Follow these steps to manually add a task:
- Click the + Add button in the top left of the Task board.
- Choose whether to use an existing task template, or create a new one-off task by deselecting Select Task Template.
- Fill in the task parameters, such as:
- Relation
- Deadline
- Assigned to
- Price list item
- Tags
- Comment
- Click OK to add the task to the Task board.
Adding a subtask
Do you want to break down a task into smaller subtasks or add an extra action? Follow these steps:
- Expand the main task by clicking the triangle on the left side of the task.
- Click the + button under the To do column.
- Fill in the subtask details. If no specific deadline is set, the subtask automatically inherits the main task’s deadline.
- Click Save to add the subtask.
Editing tasks or subtasks
Tasks and subtasks can be edited easily. Follow these guidelines:
Editing a main task
- Click a task title to open it and view or edit its details.
- Make the necessary changes and click Save.
- Reassign a task to another user without opening the detail window. To do this, click Unassigned or the current user’s name. You can also update the deadline or status this way.
Editing a subtask
- Click the subtask title to open its details.
- Make the necessary updates and click Save.
- Drag the subtask to a different status column to update its status.
💡 Tips:
- The status of a main task is updated to ‘Done’ automatically once all related subtasks are marked as ‘Done’.
- Marking a main task as ‘Done’ automatically updates connected subtasks to ‘Done’.
- Changing the deadline of a main task automatically updates the deadlines of its connected subtasks. The reverse does not apply.
Deleting tasks or subtasks
👉 Caution: Deleting a task is permanent and cannot be undone. When you delete a main task, all related subtasks are also removed.
Deleting a main task
Follow these steps to remove a main task:
- Hover over the task’s top-right corner.
- Click the three dots and select Delete.
Deleting a subtask
Use the same steps as for deleting a main task, but at subtask level.
Blocking and unblocking subtasks
Use the block option if a subtask temporarily cannot be performed:
- Click the three dots in the top-right corner of the subtask and select Block.
- The subtask gets a purple accent and a restriction icon to show that it is blocked.
- Optionally, add a comment to explain the reason for the block.
To unblock a subtask, select Unblock from the same menu or drag the subtask to a different status column.
Marking subtasks as not applicable
Use the Mark as inapplicable option to indicate that a subtask is no longer relevant in the current context. This is useful in situations such as:
- A conditional task is no longer needed because of a change in the process.
- An external decision makes a certain action or task irrelevant.
- A preparatory task will no longer be performed after review.
- Click the three dots in the top-right corner of the subtask and select Mark as inapplicable.
- The subtask title is struck through and automatically moved to the ‘Done’ column.
To make the subtask applicable again, choose Mark as applicable from the same menu or drag the subtask to another status column.
Marking subtasks as not performed
Use the Mark as not executed option to close a subtask that was not performed. This is useful in situations such as:
- A task was not started because of external factors, such as shifting priorities.
- A low-priority task was deliberately skipped to complete important work on time.
- A planned task became unnecessary after an evaluation or meeting.
- Click the three dots in the top-right corner of the subtask and select Mark as not executed.
- The subtask title is struck through and automatically moved to the ‘Done’ column.
To make the subtask executable again, select Mark as to be executed from the same menu or drag the subtask to a different status column.
Sharing tasks or subtasks
With the Share option, you can internally share a task or subtask with a colleague. This is useful in situations such as:
- You want to inform a colleague about a specific task that is relevant to their work.
- A colleague needs to follow up or complete a task.
- You want to support collaboration by sharing extra details or context about a task.
- Click the three dots in the top-right corner of the task or subtask and select Share.
- In the dialog box, use the User field to select the colleague you want to notify.
- Add extra information or instructions in the Comment field for additional context.
- Click Share to share the task. The selected colleague receives a notification with the shared information.
Registering time and costs on the Task board
You can register time or costs directly on a task or subtask from the Task board. For more information, see the details about time tracking.